Campus Safety and Projects Administrative Assistant

Waubonsee Community College; Sugar Grove (IL); On-site; USD 27,000 - 32,000; Full time

Benefits offered by this job

Comprehensive benefits package

14 paid holidays

Pension plan

Job summary

Waubonsee Community College in Sugar Grove seeks a Campus Safety and Projects Administrative Assistant to provide essential administrative support to the Campus Safety Project Manager. You will help review and close out work orders, maintain room assignments, and support office improvement projects.

Responsibilities include scheduling, meeting coordination, minutes, and timely communications with stakeholders.

Qualifications

• High school diploma required.
• Two years of related administrative or customer service experience required.
• Microsoft Office, email and internet competency required; ability to learn departmental software.
• Bilingual in Spanish is a plus.
• Ability to multi-task, meet deadlines, and communicate clearly in writing and verbally.

Responsibilities

• Perform daily administrative support to the Campus Safety Project Manager.
• Review, assign, update and ensure completion of work orders via Service Desk and Windex Record (Teams).
• Maintain and update the room assignment database; coordinate office improvement projects.
• Understand or learn building floorplans and evacuation maps; assist with access controls.
• Assist with material purchases and collecting close-out documents for construction projects.
• Maintain calendars, schedule reminders, coordinate meetings, prepare agendas and minutes.
• Generate and maintain reports, spreadsheets, documents and filing systems.
• Answer phones, take messages, and respond to inquiries within scope.

Skills

MS Office

Customer service

Multitasking

Spanish (bonus)

Communication

Education

High school diploma

Tools

Microsoft Office

Email and internet

Job description

Campus Safety and Projects Administrative Assistant

Full-time Staff

Sugar Grove Campus

Hybrid Option: No

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success.

Responsibilities

• Perform daily administrative support responsibilities as delegated by the Campus Safety Project Manager.
• Assist the Campus Safety Project Manager with reviewing, assigning, updating and ensuring successful completion of work orders through the Service Desk and Windex Record (Teams) systems.
• Assist the Campus Safety Project Manager in maintaining and updating the room assignment database. Collaborate with the Project Specialist and Project Manager to coordinate and communicate office improvement projects. Maintain and update office assignment name cards to ensure accuracy.
• Ability to understand or learn building floorplans and evacuation maps and contribute to their maintenance & accuracy.
• Assists with material purchases from resource vendors through the Purchasing Supervisor.
• Assist the Campus Safety Project Manager with collecting close-out documents from construction projects and make sure they have been correctly added to the digital construction document archive.
• Assists the Campus Safety Project Manager by maintaining calendar events and schedule reminders.
• Coordinates meetings including rooms and participants; prepares agendas and records minutes.
• Facilitates correspondence to stakeholders and key parties by tracking communication and providing project updates promptly.
• Generates, updates, and/or maintains reports, spreadsheets, documents, meeting summaries, and manages filing systems.
• Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
• Assist with access controls programming and monitoring, as needed.
• Perform other duties as assigned to support the Campus Safety Project Manager.

Minimum Qualifications

• High school diploma, required
• Two years of related administrative or customer service experience, required
• Microsoft Office computer skills, email and internet competency required.Ability to become proficient in required departmental software.
• Ability to work under stress and to clearly convey thoughts and instructions to others both verbally and in writing.Bilingual in Spanish is a plus.
• Ability to multi-task, meet deadlines, and make sound judgements.
• Excellent human relations/customer service skills and a proven ability to function effectively with a wide variety of people in a dynamic environment.
• Ability to pass a background investigation covering employment, education, driving, and criminal records.
• Ability to prioritize and work with limited supervision.
• Internal drive to accomplish tasks effectively and efficiently within a specified timeframe.
• Interest in learning, growth, and functioning in a team environment.
• Ability to maintain strict confidentiality.

Position Details

req2240

Grant Funded: No

Compensation Range: 19.33 - 23.29

Compensation Type: Hourly

Compensation: The pay for this position will be determined by your experience, education, and qualifications.

Work Schedule: M-F 8 a.m. - 4:30 p.m.

Work Hours: 40

Testing: No

Priority Application Review Date: 11/14/2026

Applications received by the “Priority Application Review Date” will receive priority consideration. Review of applications will begin at that time and continue until the position is filled.

Equal opportunity employer, including disability and veteran